Karaoke night checklist: what to arrange and when

A karaoke night runs smoothly when the guest list, song requests and technical setup are settled before people arrive. Start with registrations and dietary requirements, then build the running order and playlist. Test the karaoke set, microphones, speakers, laptop, projector and cables in advance. On the day, chill drinks, prepare snacks and set up the karaoke corner before welcoming guests. This checklist covers the practical jobs and equipment needed from planning through cleanup.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Compile guest list
Send invitations
Process registrations
Collect dietary requirements
Organize the schedule
Collect karaoke songs
Put together playlist
Test equipment
2 people
Charge microphones
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up tables
2 people
Set up chairs
2 people
Set up karaoke corner
2 people
Set up screen and projector
2 people
Connect speakers
2 people
Install lighting
2 people
Hang decorations
2 people
Set up entrance and cloakroom
Set up the buffet
2 people
Set up coffee station
Place waste stations
Check toilets

Event

Welcome guests
2 people
Explain the program
Check off registrations
Manage karaoke list
Announce the singers
Operate music and microphones
Serve snacks
2 people
Refill drinks
2 people
Refill coffee and tea
Clear buffet
2 people
Replace waste bags
See off guests
2 people

Aftercare

Switch off equipment
2 people
Remove decorations
2 people
Wash dishes
3 people
Put furniture back
2 people
Clean the venue
3 people
Take out the trash
2 people
Store equipment
2 people
Return borrowed items

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 6
Chairsqty 55
Coat rack
Stoolsqty 4

Equipment

Karaoke set
Wireless microphonesqty 2
Speakersqty 2
Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 3

Lighting

Mood lightingqty 4
LED lampsqty 6

Decorations

Buntingqty 8
Balloonsqty 50
Balloon pump
Tableclothsqty 6

Tableware

Glassesqty 60
Coffee cupsqty 30
Platesqty 60
Cutlery setsqty 60
Serving boardsqty 6

Kitchen

Coffee maker
Kettlesqty 2
Coolersqty 3
Ice bucketsqty 2
Scissorsqty 2
Bottle openersqty 3

Cleaning

Broom and dustpan
Mop and bucket
Cleaning glovesqty 4

Catering

Groceries

Tips

Collect song requests at least 3 days before the event, then prepare a playlist with more songs than you expect to use. Keep a short backup list ready in case guests choose the same songs or a file does not work.
Test the karaoke set, speakers, projector, screen and HDMI cable 24 hours beforehand. Check every microphone and keep extension cords and power strips positioned so walkways remain clear.
Charge the wireless microphones overnight and test their batteries again before guests arrive. Place the microphones, laptop and song controls where the host can reach them without crossing the singing area.
Chill drinks for at least 4 hours and prepare ice buckets or coolers before setup begins. Put bottle openers, glasses and napkins at the drinks station so the host is not interrupted during songs.
Finish the room setup at least 45 minutes before the start time. Arrange chairs and stools facing the screen, leave space around the karaoke corner, and check the toilets, cloakroom and waste stations before opening the door.

Frequently asked questions

How far in advance should I plan a karaoke night?: Send invitations 2 to 3 weeks before the event and close registrations about 3 days beforehand. Use the final guest count to confirm dietary requirements, seating, drinks and snack quantities.
When should I collect karaoke song requests?: Ask for song requests when guests register and set a final deadline 3 days before karaoke night. This gives you time to remove duplicates, build the playlist and check that the songs work with your equipment.
How early should I set up karaoke equipment?: Test all equipment the day before, then complete the physical setup at least 45 minutes before guests arrive. Allow extra time if you are connecting a projector, speakers, laptop and multiple microphones for the first time.
How many drinks should I buy for a karaoke night?: Plan for 2 to 3 drinks per person during the first hour, then about 1 drink per person per hour after that. Add water and account for non-alcoholic options based on the registrations and dietary requirements.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.